Central South Dakota Chapter Executive Committee Minutes January 10, 2017 12:06 PM

President Mary Ellen Garrett called the meeting to order. Members present: Teresa Evans, Matthew Fickbohm, Seth Hipple, Jessica Huber (via phone), Tonya Johnson, Heather Nachtigal, Keith Senger, Jennifer Schrempp, and Amanda Werre. Members absent: Jane Beer, Sarah Burtt, and Beth Leidholt.

Approve Minutes - Tonya Johnson motioned to approve, Amanda Werre seconded the motion, All Members present approved the minutes of the December 13, 2016 meeting as presented. Motion carried.

Treasurer’s Report – The Chapter had no revenues during December. The Chapter had two expenses, PARS Donation $600.00 and AGA Speaker Luncheon $75.73, during December leaving an account balance of $21,088.24. The President declared the Treasurer’s Report to be filed as presented.

Old Business ­ - Nothing to report.

Accountability – Seth Hipple and President Mary Ellen Garrett will start working on the Citizen Centric Report (CCR) as the State of South Dakota’s Comprehensive Annual Financial Report (CAFR )is completed.

Bylaws and Procedures Update – No report received. President Mary Ellen Garrett informed Members present Beth has submitted the Bylaws to National. Bylaws are submitted annually.

Certification – Nothing to report.

Communications – Jennifer Schrempp needs all newsletter articles by January 23, 2017 and include President Mary Ellen Garrett on email and shall issue newsletter by end of January. Community Service – Seth Hipple reminder that next community service event is March 9, 2017, Backpack at Pierre Area Food Pantry at 5 P.M. and will send out a reminder email two weeks prior to event.

Education – Nothing to report.

Membership – No new members in December 2016. Members discussed deadlines and rough draft of the scholarship to be offered by SD AGA Chapter, which is up to two $500 academic scholarships for qualifying academic courses. Current deadline line is March 31, 2017 as would like to award the scholarship(s) at PDT in April 2017. Before scholarship fund is issued to awardees discussed having it being a reimbursement scholarship, will have two available for academic year June 1 through May 31, also will incorporate the guidelines into the bylaws, incorporate next one finalized procedures for scholarship, will offer two deadlines, second date was not determined at this time. President Mary Ellen Garrett request the scholarship be updated and approved at February 14, 2017 meeting.

Programs and Technical – No report received.

Chapter Calendar - Nothing added to calendar.

Chapter Recognition Reporting –The Chapters status for the end of second quarter for 2016-2017. The Chapters goal is to earn 19, 501 points for chapter year 2016-2017. If you speak, participate on conference calls, or email National AGA office, please cc in email or notify President Mary Ellen Garrett as those communications do qualify for points.

PDT Planning – Jessica sent over the speakers contracts for approval. Speaker Paul Koehler is requesting a $500 deposit. After review of speaker contracts, there was a motion to approve the PDT contracts as amended, Matthew Fickbohm motioned to approve and Seth Hipple seconded the motion. All Members present approved. Motion carried. Jessica went over the PDT schedule for both days: Day one would have six hours of Internal Control/Fraud with speaker Dave Hancox and two hours about State Board of Internal Control (SBIC) with speaker Keith Senger. Day two will have four hours of Government Accounting with speaker Paul Koehler in the morning and in the afternoon will have two concurrent sessions, one will be four hours of Excel course about Pivot tables with speaker Tommy Stephens and the other four hour session will be Ethics with speaker Chris Bauer. For day two will let attendees choose the afternoon session they want to attend, will need to have someone track and do a headcount for room space. Jessica next asked Members present if we need to adjust the rates for AGA Members and Non AGA Members rates for one day and two day registration. The past rates were as follows:

After lengthy discussion with those present, it was decided the new rates for April 2017 PDT is as follows: AGA Members one day will $105 and two day $185, and for Non AGA Members one day $150 and two days will be $280. Jessica Huber motioned to approve, Matthew Fickbohm seconded the motion, and All Members present approved new rates. Motion carried.

Matthew Fickbohm will help with updating PDT Registration form for 2017. Jessica will communicate with Sarah Burtt on the food ordering to be done in March 2017. Registration forms should be sent out in the next couple of weeks. In addition, Jessica Huber or Matthew Fickbohm will email out an announcement to Members about PDT registration. Plan to include it also in the newsletter. President Mary Ellen Garrett inquired if 1099’s are being issued for these last year’s PDT speakers. After further discussion and post meeting research President Mary Ellen Garrett volunteered to take care of the 1099 reporting for 2016 PDT Speakers. President Mary Ellen Garrett requested for 2017 PDT contracts a W-9 is included and the contract will need to be amended to include this statement along with attaching a Form W-9. “While performing services hereunder, the Consultant is an independent contractor and not an officer, agent or employee of the South Dakota Chapter of AGA. The Consultant is solely responsible for the withholding and payment of applicable income and Social Security taxes due and owing from money received under this contract.”

Other Business: Nothing to report.

Adjournment - The meeting adjourned at 12:57 PM.

Next Meeting Scheduled to be Tuesday February 14, 2017 at Department of Legislative Audit Conference Room to start at 12 p.m. CST.

Respectfully Submitted,

Teresa Evans

SD Chapter Secretary, 2016-2017